Managers can perform Account Reassignments by Agency from the Agency List. This is most beneficial when you have multiple accounts from the same Agency that you need to reassign to another salesperson. There are two types of agency reassignment.
To reassign an Agency, please follow the steps below:
1. Click on the Agencies in the left navigation menu.
2. Before reassigning the agency, we strongly recommend that you group your Accounts under Agencies and do NOT
Display Accounts by the latest Agency only. To set these options, please follow the steps below:
- Click the Show Options button on the top left.
- Click Yes for Group Accounts by Agency and Salesperson.
- Uncheck the checkbox for Display Accounts by the latest Agency only.
- Click the Run button.
3. On the Agencies list page, type the Agency name that you wish to reassign in the Search box.
4. At this step, you must decide if you would like to reassign the entire or partial agency.
- Reassign an Entire Agency - This will reassign ALL accounts associated with an agency from one salesperson to another.
- To reassign the entire agencies, check the checkboxes in front of the Agencies that you wish to reassign.
- To reassign the entire agencies, check the checkboxes in front of the Agencies that you wish to reassign.
- Reassign Part of an Agency - This will reassign the part of the accounts associated with an agency from one salesperson to another. The part of an Account will be reassigned to a new owner but the original owner still retains a part of it. For this example, let’s say that I have an account with 3 outlets, and I reassign 1 of those outlets to another salesperson so that now 2 salespeople handle the account.
- To reassign the part of an agency, click the plus sign (+) in front of the agency name that you wish to reassign. This will show all the Accounts and Outlets that are associated with the agency. Then check the checkboxes in front of the Accounts and Outlets that you wish to reassign. Do not place the checkbox next to the Agency name as this will select all accounts grouped under that agency.
5. After checking the checkboxes, the Reassign Agencies button will appear at the bottom left of the page. Click the Reassign Agencies button. The Reassign Agencies dialog box will appear.
6. In the Reassign Agencies dialog box, click the Salesperson dropdown and select the Salesperson to whom you wish to reassign the Agencies.
7. Please skip this step if you don't want to change the Office on the Agency. The office is deselected by default. If you wish to reassign the Office, check the checkbox in front of the Office and the Office dropdown will appear. Click on the Office dropdown and select the Office to which you wish to reassign.
Notes: Only the Offices that the Salesperson you plan to reassign the Accounts to has access to will show in the dropdown. For example, if you are reassigning Accounts to a local seller who only has access to the Local Office, then you should not expect to see National Offices within the Office dropdown.
8. Please skip this step if you want the reassignment to be processed today. However, if you wish the reassignment to happen days later, please click the Later button, then No Selection and select the Date on which you want the reassignment to be processed.
9. Click the Save button and your reassignment request will be sent for processing.
- You will notice a new icon
next to the Agency name(s) that you have selected to reassign. This means the request is in progress. If another manager were to view the page they would also see the request is in progress, indicating they may not want to perform a reassignment with this account until it clears. Currently a refresh is required in order to clear this icon once the reassignment has completed. - You will also receive a green confirmation message indicating that the request has been received. Once you see this, you are free to perform your next reassignment, navigate to another page, or log out. If you perform an action before the confirmation then your reassignment may not complete as expected. Please refresh the page to see the reassignment changes.
- The Summary tab on the Account Profile page will include an entry for reassignments performed on the Agency List just like they do today for reassignments performed on the Account List.
Notes for Partial Reassignments
- Deals will be split. Using the previously mentioned scenario let’s say that I have 1 deal that had all 3 outlets on it. Once partially reassigned, we're going to split the deal and give the new salesperson the pending dollars for the 1 outlet and the original owner will still have their deal but with 2 outlets on it.
- Any projects will also be split accordingly. The creation date of the pitch will maintain the original creation date of the original owner’s pitch and not be updated to the reassignment date that created a new pitch for reporting purposes.
- Notes on deals will be copied to the new owner.
- Activities on deals will be made available to the new owner but not duplicated so as not to increase the activity count in reporting.
- If an Office reassignment also occurred, the deal will always be updated to the new Office and the project pitch may be updated to the new office if the Project is allowed to have that Office. Otherwise, it will retain the existing office on the pitch.
- New owners from partial reassignments will share Locker files. We will not create duplicate files, but we will grant the new salesperson access to any existing files on the account(s) that were partially reassigned. Any files added by either owner will only be available to the respective owner and not be shared. If one owner deletes the file, it will only remove their affiliation to the file and not delete the file itself so long as a salesperson still exists affiliated with the file. This ensures a salesperson cannot maliciously or accidentally delete files in use by multiple salespeople.
- The Address, Notes, Tags, and Contacts on the Accounts reassigned by an Agency Reassignment will be copied to the new salesperson so that both the old and new salespeople will have an understanding of the history on the Account. This is a true copy so any edits to the items will not make changes for the other seller.
Notes for Holding Company
Let’s say that you’re all about the holding company functionality that we recently put out and you are now cleaning up the accounts and agencies each seller owns so that a salesperson handles all business with a holding company. Well, we’ve made it much easier to reassign your accounts and agencies this way with a new option on the reassignment dialog of the agency list.
- Select the checkbox for “You’ve selected one or more holding companies.” and we’ll show you the agencies and accounts also owned by the salesperson that owns the holdco(s). You can then select them from this dialog (they will not be automatically selected by default) instead of searching the list for them individually. That’s it! Everything reassigns the exact same way as it did before. We’re just giving you a shortcut workflow to perform reassignments. If you do not select a holding company to be reassigned, then you will not receive this option.
- Likewise if you do not even have holding companies assigned you will also not see this option since they cannot be selected then.